Ramsey/Washington Recycling and Energy Board. July 28, 2016 Meeting

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1 Ramsey/Washington Recycling and Energy Board July 28, 2016 Meeting

2 Item IV. a. Facility Committee Report

3 Facility Committee Curt Hartog, Foth Infrastructure & Environment, provided an overview of emerging waste technologies. Scheduling local tours o Dem-Con -Shakopee Environmental Campus o Randy s Environmental Services Delano Odor Mitigation Study Update

4 Alternative Technology Pathway Task Waste sorts X X Processing equipment X X Request for Expressions of Interest for MWP X X Request for Proposals for MWP X Installation and operating MWP X X Facility improvements X X Organics X Permits X X Financing X

5 Item IV. b. i. Budget Committee Report

6 RECYCLING & ENERGY FACILITY COMPARISON OF 2016 BUDGET AND ACTUAL YTD May % of the year 2016 Approved January February March April May YTD 2016 Budget Revenues Facility - Tipping Fees - 364,478 1,595,441 2,580,573 4,795,412 9,335,904 26,950, % Facility - Recycling Revenue ,463 31,462 71, ,126 1,237, % Other 7,041 13,946 23, , , ,193 - Expenses T o t a l 7, ,552 1,699,050 2,723,763 4,967,817 9,776,222 28,187, % Personnel Costs , , ,756 2,245,463 6,965, % Fuel Supply Agreement ,011 1,400, ,856 2,197,930 4,727, % Operating Fee - Transition Facility Operator , , , ,515 1,100, % Operating Services Reimbursable - 30,397 92, ,858 1,038,977 1,848,084 4,303, % Consulting Services Labor Relations , % Consulting Services - IS , % Disposal-Landfill - 69, , , ,719 1,055,152 2,005, % Payment in Lieu of Taxes ,841 4, , , % Transportation , , ,470 1,657,674 5,329, % Contingencies ,155, % Insurance - 236,757 1,838 56,005 44, ,052 - Licensing-Trailers ,382-89,382 - Remittance to State - 3,050 2,582 3,614 8,534 17, ,237 1,257,302 4,830,153 3,669,882 10,096,574 26,149, % Excess of Revenue over Appropriations 7,041 39, ,748 (2,106,391) 1,297,936 (320,352) 2,037,625 T o t a l 7, ,552 1,699,050 2,723,763 4,967,817 9,776,222 28,187,467

9 Item IV. b. ii. Addendum to 2017 Facility Budget

11 Facility Budget Operates as an enterprise fund A Best Guess Developed 10/2015 before purchase Based on Life-Cycle analyses No access to RRT s operating costs With GRENS, prepared an operating budget once operating costs were known Regular monitoring of expenses and revenues Major driver: Waste deliveries

12 Operating Reserve Fund Created in the Joint Powers Agreement $10,000,000 73% Ramsey County 27% Washington County To maintain essential Facility operations Initial transfer of $4,000,000 to provide for cash flow and a buffer for the budget.

13 Addendum to Facility Budget Summary Anticipated Year-end 2016: + $55, : - $847,527 Operating Reserve Fund Drawdown Beginning of 2016: $4,000,000 Expected balance end of 2016: $4,000,000 Expected balance end of 2017: $3,152,473 Looking ahead : Tipping fees established to cover expenses Planned reimbursement of Operating Reserve Fund

15 Addendum to 2017 Facility Budget Account Description 2016 Approved 2016 Projected 2017 Proposed 2017 Approved Year End Revision 2017 Change Salary & Fringe Benefits Facility Manager, Asst. Facility Manager 300, , ,559 (11,010) Xcel Fuel Supply Agreement 4,727,700 5,444,393 4,727,700 5,028, , Operating Fee Transition Facility Operator 1,100,000 1,100, , , Operating Expenses 3,484,381 5,001,165 3,484,381 4,532,065 1,047,684 Personnel Costs 6,665,352 6,421,855 6,831,986 6,966, , Consulting Labor Relations 175, , , ,000 (75,000) Consulting IS Superior Services 1,500 1,500 1,500 1, Landfills 2,005,973 1,874,989 2,005,973 1,943,538 (62,435) Payment In Lieu of Taxes 386, , , , Transportation 5,329,618 6,783,641 5,329,618 6,208, , Contingent 1,155, ,529 1,157,794 (1,157,794) Transfer RC Bonds 234,878 1,096,775 1,059,150 (37,625) Transfer Washington Co 84, , ,730 (30,555) Equipment Repair and Maintenance Fund 818, , , ,000 (139,198) Facility Management Expense Total 26,149,842 29,162,302 27,696,779 28,544, , Projected 2017 Proposed 2016 Approved 2017 Approved Estimated Revenue/Reserve Fund Year End Revision 2017 Change Tipping Fees 26,950,000 27,856,653 26,950,000 26,950,000 Sales of Recylable Materials 1,237, ,672 1,237, ,000 (537,467) Other 507,140 Needed from Operating Reserve Fund (2,037,625) (55,163) (490,688) 894,306 1,384,994 Facility Management Revenue Total 26,149,842 29,162,302 27,696,779 28,544, ,527

16 Budget Development for General operations to be funded by tipping fees Recycling revenue directed to the equipment maintenance & repair fund Evaluate elements of the budget to align with county expectations don t just rely on the status quo Future budget drivers: Designation Xcel Fuel Supply Agreement Facility Improvements

17 Action Requested: Approve the Addendum to the 2017 Facility Budget.

18 Item V. a. Labor Relations Consultant Agreement

19 Item V. b. R&E Board Cafeteria Plan

20 Item V. c. Procurement Guidelines

23 Item VI. a. Update on Facility Operations

24 Item VII. a. Waste Designation

25 Designation Action Requested Recommend County Boards approve and adopt amendments to their respective Solid Waste Master Plans, and submit them to the MPCA for approval Approve the Joint Waste Designation Plan, and recommend that the County Boards approve and adopt the plan and forward it to the MPCA for approval

26 Designation Requires all or a portion of solid waste to be delivered to a designated waste management facility Central to the decision to purchase the R&E Center Directs solid waste to R&E Center Assures that waste is processed, and allows the R&E Board s vision to be implemented

27 Designation Process County action to start the process in September 2016 Step 1: Amend solid waste master plans Step 2: Adopt Joint Waste Designation Plan Step 3: MPCA Approval Step 4: Public Hearing on implementing designation Step 5: Negotiation period with haulers for delivery agreements Step 6: Develop ordinance language Step 7: County Boards submit contract and ordinances to MPCA Step 8: MPCA Approval Step 9: County Boards approve contracts, Ordinances Step 10: Mandatory waiting period Step 11: Designation is implemented Entire process estimated to take 18 months.

28 Jul. 28, 2016 R&E Board approves and recommends Master Plan Amendment, Designation Plan to County Boards August 2016 Ramsey (8/16) & Washington (8/2) County Boards approve Master Plan Amendment, Designation Plan, submit to MPCA for approval Dec. 31, 2016 MPCA review and approval Of Master Plan and Designation Plan (120 day review period) Apr Ramsey & Washington County Boards discuss and approve submitting proposed designation ordinances and contracts for MPCA review Feb. Mar R&E Board negotiates waste delivery agreements with haulers and others Jan Public hearing to take testimony on Designation May Jul MPCA review of contracts and ordinances (90 day review period) Aug. Nov County Boards approve contracts and ordinances; includes 60 day statutory waiting period Dec Designation is implemented

29 Master Plan Amendments Identical in both counties Needed to be updated and clarified with regard to use of designation Master plan content related to designation specifically outlined in State law. Policy and strategy changes Ramsey: pp of documentation Washington: pp

30 Designation Plan Amendments Pages of documentation Joint plan, to be adopted by both County Boards Content requirements outlined in State law Plan explains Policies and authorities Existing system System to be implemented Evaluation of benefits and costs Evaluation of Alternatives

31 Designation Plan System to be implemented (Page 195+) Definitions Waste Subject to Designation Phase I Acceptable Waste that is part of MSW Phase II Amend ordinance definition of Acceptable Waste to include certain Solid Wastes (would require MPCA approval) Applies to entire geographic area of each county Applies to all Acceptable Waste Requires all generators, haulers, self-haulers to deliver to the R&E Center

32 Designation Plan System to be implemented (Cont d) Acceptable Waste to be delivered to the R&E Center Seeking to minimize disruption: Haulers under contract exempt from designation as long as they are under contract to deliver all waste Haulers under contract could be allowed to deliver to transfer stations under contract to the R&E Board Tipping fees set at the same rate for all haulers Designation is a regulatory safety net

33 Stakeholder Engagement Online community engagement at Social media: Facebook, Twitter Stakeholder input: City and township administrators, recycling coordinators All Licensed Haulers Stakeholder advisory committees Questions and Responses, pp

34 Item VIII. Request for Proposals for BizRecycling Web Support

businesses, BizAware partners, county web teams and

35 Summary A cornerstone of the BizRecycling program. Desire to refresh the site Listening seasons with businesses, BizAware partners, county web teams and technical consultants to their needs and their ideas for site refresh.

36 Key Project Milestones Oct 2016 Anticipated Start Date New site launch and staff training by Dec 31, 2016 Full site developed and launched by Jun 2017 Ongoingmaintenance, testing and hosting Site expansion as new programs and needs emerge such as BizMUD

37 Action Requested: Authorize the JLT to issue RFP for a BizRecycling Web Support Vendor, with direction to staff to return to the R&E Board with a recommendation for selection of a vendor and an agreement for consideration.

MEETING NOTICE RAMSEY/WASHINGTON RECYCLING & ENERGY BOARD BUDGET COMMITTEE

MEETING NOTICE RAMSEY/WASHINGTON RECYCLING & ENERGY BOARD BUDGET COMMITTEE Date: Thursday, May 25, 2017 Time: 11:00 a.m. 12:30 p.m. Place: Ramsey County Environmental Health Offices 2785 White Bear Ave